Request for Quotation

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1 Request for Quotation 2015-RFQ-01 SUPPLY AND DELIVER READY MIX CONCRETE Date Issued: January 15, 2015 The City invites your company to provide a price quotation to: Supply and Deliver Ready Mix Concrete per City Specifications Quotations will be accepted no later than 2: 00 pm, Tuesday, January 27, 2015 Quotations must be clearly marked with the RFQ title and may be hand delivered, couriered, mailed, e- mailed, or faxed to: To: City Purchasing Department City of Penticton 616 Okanagan Ave. E. Penticton, BC V2A 3K6 Fax: Please note that the City will not be held responsible for transmission problems or other errors that could occur. Any questions regarding this Request for Quotation must be submitted in writing via to Cathy Ingram Purchasing Manager NOTE: Should any potential bidders download this Request for Quotation, it is the proponent's responsibility to check for Addenda which will be posted on the City of Penticton's website at

2 CONDITIONS 1) A qualified quotation (Quotation) is one, which meets both the Specifications as outlined in the enclosed Specification section of this document, as well as the Conditions contained in this Request For Quotation (RFQ). A qualified Quotation must also meet cost expectations of the City for this particular RFQ. 2) The City of Penticton (the City) reserves the right to accept any or all Request for Quotations or parts of Quotations and to waive any informalities, irregularities or technicalities. The City also reserves the right to award the Contract for such goods as the City deems will best serve its interest. It further reserves the right to award the Contract on a split order basis, lump sum, or individual item basis, or such other combination unless otherwise specified by the City or the bidder. 3) A Quotation, which is not qualified, is one, which does not meet the Specifications and/or Conditions and/or exceeds the cost expectations of the City. In the event that any or all Quotations exceed the cost expectations and/or do not conform to Specifications, and/or do not meet the Conditions, the City reserves the right to reject any or all Quotations and seek an alternative solution of its choosing. 4) The City will decide whether a Quotation is qualified by evaluating it based on the Specifications and price, and may opt to have the Quotations examined by qualified engineers to ensure quality and conformity to the Specifications. The Purchasing Department, or designate, will examine all Quotations and recommend which, if any, is in the City's best interest. 5) The City recognizes that BEST VALUE is the essential part of purchasing a product and therefore the City may prefer a Quotation with a higher Quotation price, if it offers greater value and better serves the City's interests, as determined by the City, over a Quotation with a low price. BEST VALUE is the value placed on service, quality, past performance, delivery and price. 6) The City reserves the right to negotiate with the preferred bidder or any bidder on any details, including changes to Specifications and price. If Specifications require significant modification, all bidders shall have the opportunity to adjust their Quotations or requote altogether, as determined by the Purchasing Department. 7) The City reserves the right to cancel this RFQ at any time. The City also reserves the right to reject Quotations from bidders who are unable to provide evidence that they are capable of providing the necessary labour, skills, materials and/or equipment to perform the work. Evidence of such competency and experience must be provided by the bidder upon request. 8) All goods, equipment, supplies, labour and workmanship associated with this RFQ must conform to all necessary standards for use in Canada and the Province of British Columbia- such as CSA, ULC, ETL, WCB, Canadian Weights and Measures, Canadian Electrical Codes, etc. 9) All Chemical shipments, if any, must include current MSDS sheets. 10) All information provided to the City is subject to release through the Protection of Privacy and Freedom of Information Act, unless information is given in confidence, and so, must be communicated in writing as CONFIDENTIAL. 3

3 11) Please use the accompanying Bid Sheet when submitting your Quotation; you may attach additional sheets to the form if necessary. 12) All quoted prices shall include delivery F.O.B. City Works Yard or other destination point, as specified by the City and the successful bidder, hereafter named the Contractor shall bear all risk of loss or damage. 13) The Contractor will guarantee that its Quotation will meet the needs of the City. The Contractor will also guarantee that any goods supplied shall be correct. If the goods supplied by the Contractor are in any way incorrect or unsuitable, all correction costs shall be borne solely by the Contractor. 14) Only the Contractor shall be notified, but inquiries are welcome. 15) The Contractor shall notify the City that it possesses the necessary legal patents and/or has legal permission to manufacture, sell and/or service the product(s) it will supply. 4

4 GOVERNING REGULATIONS 1) Permits, Notices, Laws & Rules: The Contractor shall apply and pay for all necessary permits or licences required for the execution of the Work (but this shall not include the obtaining of permanent easements or rights of servitude). The Contractor shall give all necessary notices, pay for all fees required by law, and comply with all laws, ordinances, rules and regulations relating to the Work and to the preservation of the public health. The Contractor shall be responsible for the safety of all workmen and equipment on the project in accordance with all applicable safety legislation passed by Federal, Provincial and local authorities governing safety. 2) Compliance with Workers' Compensation Act: The Contractor shall provide to the City their WCB registration number and a letter of Clearance from the WCB office prior to commencement of the Work. The Contractor shall ensure compliance on their part with the Workers' Compensation Act and any regulations thereunder, especially provisions of said Act or of regulations under said Act having to do with the prevention of accidents, the prevention of diseases and the provision of safe working conditions, including proper sanitation and ventilation. In any case where pursuant to the provisions of the Worker's Compensation Act, the Workers' Compensation Board orders the Contractor in respect of their operations under this Agreement, to cease operations because of failure to install or adopt safety devices or compliances directed by the order of the said Board, or required under said Act or regulations thereunder or because said Board is of the opinion that conditions of immediate danger exist that would be likely to result in injury to any person, or because of lack of payment of an account due to the Board, the City on twenty-four (24) hours written notice to the Contractor, may terminate the Contract. INSURANCE PROTECTION & DAMAGE 1) Before commencing the Work, the Contractor shall file with the City, certificates of all insurance policies acceptable to the City. These certificates shall state that the insurance complies with the requirements of the City and that the territory of the policy includes the country in which the Work is to be constructed. Each insurance policy required under this Article shall contain an endorsement to provide all additional insured with prior notice of changes and cancellations. Such endorsement shall be in the following form: "It is understood and agreed that the coverage provided by this policy will not be changed or amended in any way or cancelled until thirty (30) days after written notice of such change or cancellation shall have been given or sent by registered mail to all additional insured." Should the Contractor fail to make a payment of any premiums or other assessments required by the Contractor's insurers to maintain such policies in force and effect, the City may in their discretion make payment of such premiums or assessments and deduct the amount thereof from such monies as may then or later be payable to the Contractor pursuant to this Contract or recover the same from the Contractor as the 5

5 City in its discretion may determine. Whenever the word The City is to appear in the insurance policies, the legal name shall be inserted. a) Comprehensive General Insurance: The Contractor shall maintain, in full force and effect with insurers licensed in the Province of British Columbia with an A rated insurer, Comprehensive General Liability in respect to the Services and operations of the Contractor for bodily injury and/or property damage with policy limits of not less than Five Million Dollars ($5,000,000.00) per occurrence. b) Protection of Work, Property and Public: The Contractor shall comply with all applicable laws, ordinances, rules, regulations and lawful orders of any public authority having jurisdiction for the safety of persons or property or to protect them from damage, injury or loss. The Contractor shall protect the property adjacent to the Work areas from damage as the result of operations under the Contract. The Contractor shall protect the Work and the City's property from damage and shall make good at their own expense any damage which may arise as the result of the Contractor s operations under the Contract. c) Contractor's Insurance: General Liability & Property Damage Insurance. The Contractor shall save and hold harmless the City, its officers, Managers, servants and employees, from and against any and all suits or claims alleging damage or injury (including death) to any person or property that may occur or that may be alleged to have occurred, in the course of the performance of this Contract, whether such claim shall be made by an employee of the Contractor, or by a third person and whether or not it shall be claimed that the alleged damage or injury (including death) was caused through a wilful or negligent act or omission of the Contractor, its officers, servants, Managers or employees, or a wilful negligent act or omission of any of its Sub- Contractors or any of their officers, servants, Managers or employees; and at its own expense, the Contractor shall defend any and all such actions and pay all legal charges, costs and other expenses arising there from. The Contractor shall maintain and keep in force during the term of the Contract and until the date of the completion certificate, Five Million Dollars ($5,000,000) inclusive limits for public liability and property damage, against liabilities or damages in respect of injuries to persons (including injuries resulting in death) and in respect of damage to property arising out of the performance of work. The Contractor shall, at the time the Contract is signed, submit to the City two copies of the insurance policies required under this Article and shall also provide to the City from time-to-time, as may be required, satisfactory proof that such policies are still in full force and effect. The City shall be an additional insured on the policy. The policies shall preclude subrogation claims by the insurer against anyone insured there under. In addition, such insurance policy shall include the following "Cross Liability" clause: 6

6 "The insurance afforded by this policy shall apply in the same manner, as though separate policies were issued, to any action brought against any of the additional insured by or on behalf of any other an additional insured." d) Equipment Insurance Notwithstanding anything contained elsewhere herein, it is understood and agreed that the City shall not be liable for any loss or damage to Contractor's equipment, including loss or use thereof. Each and every policy insuring the Contractor's equipment to be used on the work shall contain the following clause: "It is agreed that the right to subrogation against the City or any of its officers, employees, or Managers or their parent, subsidiary, affiliated, or associated companies or corporations, is hereby waived." e) Automotive Insurance: A minimum of Two Million Dollars ($2,000,000) of public liability and property damage insurance shall be carried on all automotive equipment. 2) Indemnity a) The Contractor shall at all times indemnify, defend, release, hold harmless and forever discharge the City, and the City s elected and appointed officials, officers, employees and agents from and against all liability, claims, damages, losses, costs, actions, causes of action, suits, proceedings and expenses at law and in equity, whether known or unknown, including all actual legal and other professional fees and disbursements on full indemnity basis, whether arising directly or indirectly from death, personal or bodily injury, sickness, disease, property loss, property damage or other loss or damage which may result from or be connected with the performance of this Agreement, including any breach or default of this Agreement by the Contractor or its employee. b) The aforesaid insurance shall be in a form and with insurers acceptable to the City s Director of Corporate Services. Certificates of Insurance shall be attached to this Contract as Schedule B and evidence if Renewal and Notice if Termination shall be provided to the City not less than thirty (30) days prior to the expiry dates or cancellation of the policies as the case may be. c) The Contractor shall be responsible for the payment of all premium and deductible amounts relating to the said insurance policies and the Contractor shall maintain the aforementioned insurance from the date of this Agreement until the written notice from the City that the project for which the Services are to be provided is complete. 7

7 SPECIFICATIONS All Concrete supplied must come from a batch plant to ensure consistency and conformity. Unless otherwise stated, all concrete materials and workmanship shall comply with the relevant CSA specifications. a. General Portland Cement Concrete Concrete shall consist of the following components: i. Aggregates (1) Maximum aggregate size 20mm conforming to CAN/CSA-A23.1 ii. Paste b. Materials (1) Portland cement (2) Water (3) Entrained water (4) Additives where permitted by Engineer i. General Prior to establishing a source of aggregates, the contractor shall have the aggregate sampled by the City's appointed testing firm. The source of supply will be approved if the samples submitted meet the requirements of these specifications. ii. Fine Aggregate Fine aggregate shall meet the requirements of A.S.T.M. Designation C-33. Sand shall be tested for impurities by colorimetric test in conformity with A.S.T.M. Designation C-40. iii. Coarse Aggregate Coarse aggregate shall conform to the requirements of A.S.T.M. Designation C-33. Aggregate sizing shall conform to A.S.T.M. Designation C-33, Table 11, Size No. 57. Aggregates shall be kept clean and free from all other materials during transportation and handling. The aggregates shall be kept separated from each other at the site, until measured and placed in the mixer. iv. Portland Cement Cement used on the work shall be Portland Cement and shall be a domestic product approved by the Engineer. Bulk or bag cement may be used, but bulk cement shall be batched by an approved weighing device. The cement shall meet the requirements of 8

8 the current A.S.T.M. Designation C-150 or C.S.A. Standard A5. A.S.T.M. Type I A.S.T.M. Type III A.S.T.M. Type IV C.S.A. Normal C.S.A. High-Early Strength C.S.A. Sulphate-Resistant The Engineer reserves the right to appoint an independent testing laboratory to carry out tests on the cement as frequently as is deemed necessary. v. Air Entraining Manager Air entraining Manager conforming to A.S.T.M. Designation C-260 must be added to the batch independently. Sufficient air entraining Manager shall be added to produce the air content specified. vi. Water Reducing Manager Approved water reducing Managers if used shall conform to the requirements of A.S.T.M. Designation C-494. Before using water reducing Manager the concrete supplier shall furnish evidence that it will be compatible with the brand of air entraining Manager he proposes to use. vii. Calcium Chloride Calcium chloride shall only be used when approved by the Engineer, but in no case will the amount added be greater than 2% of the cement weight, nor shall it be used when the air temperature is above 4 C. viii. Water c. Concrete Design Mix Water used in mixing concrete shall be clean and shall not contain deleterious amounts of acids, alkalies or organic materials. The contractor shall use only ready-mixed air entrained concrete which has been proportioned and mixed in an approved central mixing plant. i. Minimum Cement Content for 32MPa Each cubic metre of concrete prepared under these specifications shall contain not less than 335 kg/m 3 weight of Portland Cement:* * Volume determination shall take place after air entraining Manager has been incorporated into the mix. ii. Slump All concrete shall have a maximum slump of 80mm. (MMCD Section 02523, Item 2.1) Non-compliant concrete shall be removed and replaced at the contractor's expense. 9

9 Sidewalks & Curbs: Maximum Aggregate Size - 20mm (3/4") Maximum slump at point of discharge - 50mm (2") NOTE: extruded concrete for curbs and sidewalks shall have a slump of 0mm. iii. Air Content All concrete shall have an air content of 5% - 8%. (MMCD Section 02523, Item 2.1) Noncompliant concrete shall be removed and replaced at the contractor's expense. iv. Air Content and Compressive Strength Concrete supplied shall conform to the following requirements for air content and minimum compressive strength: d. Concrete Testing MINIMUM ALLOWABLE COMPRESSIVE STRENGTH Air Content Compressive Strength % in 28 days MPa Concrete not achieving the minimum allowable strength shall be removed and replaced at the contractors or suppliers expense. i. General - Concrete supplied for City contracts may be tested by the City or by a recognized testing laboratory approved by the Works Superintendent. - Concrete may be tested on site in the plastic state for slump, entrained air, cement content and sand and gravel analysis. - If any of the tested items do not comply with these specifications the mix load being tested and previous loads for that day shall be rejected and removed. - Concrete samples may be taken at the plant or construction site at a frequency of 1 per day per crew or as designated by the Works Superintendent. ii. Test Cylinders - Test Cylinders shall be made and stored in accordance with A.S.T.M. Designation C-31 and will be tested in accordance with A.S.T.M. Designation C When storage of cylinders is impractical at the site it should be noted that cylinders are not to be transported any considerable distance immediately after molding. 10

10 e. Seasonal Requirements - At all times the cylinders should be handled in a manner that will provide adequate protection against damage and ensure that test results will provide a sound basis for evaluation of concrete quality. - Each test shall consist of 3 test cylinders each being broken at 28 days or at 7 days if high early strength concrete is specified. The average breaking strength of the 2 cylinders with most closely related breaking strengths shall determine the compressive strength of the test sample. Test cylinders are to be taken as follows: (1) 1 cylinder from the first load delivered and then at least 1 cylinder for every 400 ft. (12m) of curb or sidewalk. (2) Every project must have at least 3 cylinders taken. i. When the air temperature is at or below 5 C or when in the opinion of the Works Superintendent there is a probability of its falling to that limit during the placing period, or within 24 hours, the temperature of the concrete, immediately after being deposited in the forms, shall not be less than 10 C nor more than 27 C. To accomplish this, the mixing water and if necessary the fine aggregates, shall be heated. Aggregates shall not be heated above 65 C and all frozen lumps of aggregate shall be excluded from the mix. ii. To avoid the possibility of flash set when either water or aggregate is heated to a temperature in excess of 38 C, the water and aggregate shall be mixed together first in such a way that the temperature of the combination is reduced to below 38 C before cement is added. f. Ready Mix Concrete i. Concrete Plant Bins with separate compartments shall be provided at the batching plant for the fine coarse aggregates. Means of control shall be provided so that, as the quantity desired in the weighting hopper is obtained, the material may be shut off with precision. Weighing hoppers shall be able to eliminate accumulations of tare materials and to discharge fully. Indicating devices shall be in full view of the operator while charging the hopper. The operator shall have convenient access to all controls. ii. Mixers and Agitators All stationary and truck mixers shall be capable to combining the ingredients of the concrete within the specified time of the number of revolutions specified. The agitator shall be capable of maintaining the mixed concrete in a uniform mass and of discharging the concrete with a satisfactory degree of uniformity. The mixing truck shall not be loaded above its recommended capacity. 11

11 iii. Mixing Requirements Under normal weather conditions the concrete, after the introduction of mixing water, cement and aggregate shall: Be mixed for a minimum of 10 minutes or a minimum of 50 revolutions of the drum at mixing speed before placing. Be deposited in the forms within 60 minutes, or before the drum has been revolved 100 revolutions, whichever comes first. The maximum number of drum revolutions at mixing speed shall not exceed 100, after which all revolutions shall be at agitating speed. iv. Delivery Ready mixed concrete shall be mixed and delivered in accordance with the requirements set forth in A.S.T.M. Designation C-94, C.S.A. Standard A and shall be subject to all provisions herein relative to materials, strength, proportioning, consistency, measurement and mixing. Delivery of concrete to the job site within the Penticton city limits shall be shown as a separate item per load. v. Re-tempering Concrete shall not be re-tempered if test values are within specifications at the time of delivery to the site. Concrete may be re-tempered at the job site with water and/or entraining Manager if the following requirements are met: Mixing time after the admixture or water has been introduced shall not be less than 3 minutes at mixing speed. Total mixing and agitating time for the load shall not exceed 60 minutes or 100 revolutions of the drum. g. Availability of Concrete The supplier shall be able to supply ready mix concrete during normal working hours of the City of Penticton, (7:00 am to 3:45 pm). The City will attempt to give (12) hours notice of concrete required, however orders may be placed with less notice. h. Payment The basis for payment will be delivery slips from the Supplier s plant signed by an authorized representative of the City of Penticton. Delivery slips shall show clearly: location of delivery 12

12 batch time time of arrival at the job site volume of concrete delivered concrete strength any admixtures slump and air content unloading time 13

13 BID SHEET REQUEST FOR QUOTATION: 2015-RFQ-01 Supply and Deliver Ready Mix Concrete CLOSING DATE & TIME: 2:00 pm, Tuesday, January 27, 2015 The undersigned Bidder has carefully examined the Conditions, Specifications, and for the work and services requested and will provide the services required. Prices quoted will be firm until December 31, I/We hereby acknowledge any addenda issued which becomes part of the work and are included in this RFQ: ADDENDUM # ADDENDUM # This quotation is valid for: days. Note: 1. All deliveries will be within Penticton city limits. Delivery Cost will be shown as a separate item per load. 2. A standby time of 10 minutes per cubic meter for all loads will be included in the unit price. Standby time will commence when unloading begins. Any time after 10 minutes will be charged at the unit price for standby time. This will apply to one location deliveries and multiple location deliveries. 3. The quantities below are based on data from The City does not guarantee these quantities and reserves the right to increase or decrease the quantities. 4. The City reserves the right to award this contract in separate parts depending on best value for each unit shown. * Prices below do not include applicable taxes GREATER THAN 2 CUBIC METERS TYPE QUANTITY m 3 UNIT PRICE + ENVIRO LEVY $ /m 3 DELIVERY COST $ / LOAD 32 MPA MPA MPA 45 Standby Time > 10 min / m 3 $ / hr 14

14 2 CUBIC METERS OR LESS TYPE QUANTITY M 3 UNIT PRICE + ENVIRO LEVY $ /m 3 DELIVERY COST $ /LOAD 32 MPA MPA MPA 30 Standby Time > 10 min / m 3 $ / hr OPTIONAL UNIT PRICES APPLIED AS REQUESTED Heated Ingredients per m 3 1% Ca Cl. per m 3 2% Ca Cl. per m 3 FIRM NAME ADDRESS POSTAL CODE PHONE NO. FAX NO. ADDRESS: DATE SIGNATURE OF BIDDER** PRINT NAME ** must be an official signatory of the company INTERNAL USE ONLY: n:\city\rms\ equipment and supplies\1220 procurement - tenders and quotations\ tenders and quotations\2015\rfq\2015-rfq-01 concrete.docx 15

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